developing a facilities vision - california savings summit 2013

Setting Standards, Proving Results and Preparing for the Future

Developing a Facilities Vision

Internal Departmental Challenge: What causes facilities problems?

• Inadequate funding

• Inadequate staff training

• Need for more staff

• Inefficiencies

• Doing the “Status Quo”

• Low Moral

• No time or tracking method for PM

Outside Forces = Challenges

• Buildings and Equipment deteriorate

• Decreased Public Investment

• Voided Warranties

• Deferred maintenance

• Customer Expectations

How Does Facilities Maintenance Save $$$

Unlike other investments, the return on investment for facilities maintenance doesn’t necessarily result in increased revenues. Instead, good facilities maintenance produces savings by lowering:

• Replacement costs

• Labor costs

• Overhead and utility costs

Preventive Maintenance

Pay me now or pay me later

An ounce of prevention is worth

a pound of cure

Change the oil or change the

engine – you choose

PM impact on Overall Costs:

SchoolDude PM All Stars enjoy:

• 50%-65% reduction in emergency work

• Lower cost per work order - Avg. Cost per work order being 28-39% less

PM Impact on Capital Needs

PM Masters extend equipment life by 16-25%

PM Masters extend Roof and HVAC System Life by 2 years (conservative figure)

PM impact on Energy Efficiencies

• Energy Expenses account for 32% of operating budgets – *AS&U M&O Cost Study

• 50-60% of energy costs savings available through M&O improvements - *Stanford, UCLA, Cornell, RMI Study

Use Your Tools

• Software and Technology are an important tool in your toolbox!

• Let technology be part of your respected methodology

• Gone are the days of “I think” or “I feel”

Paperless Work Flow

Repair

Requesters

M&O or IT Supervisors

Technicians

Track and Communicate back

to Requester Site Approval

and

Security Roles & Automatic Routing

• Requesters

• Site Administrators

• Technicians

• Supervisors

• System Administrators

Keep it simple, or use a chain-of-command

Request Form – anytime, anywhere

Instant email updates

Summary view

Simplify Processes

Utilize New Request Routing

Simplify Processes

• Quick view of the current state

• Access, assign and move on

Easy Reporting

Perception is Reality Now is the time to be at the table

Market your M&O department

Data is the foundation of power

Perception

Gap What you do

What others

think you do

Have You Ever Asked for Money or Staff?

4 Step Process to Get the Resources You Need

1. Improve your image

2. Establish a respected methodology

3. Educate the decision makers and decision influencers

4. Present your request for staff and money

Why Technology is Critical to Your Success Change your image by leveraging Information

Change your image by high interaction with your customers

Enables you to be Proactive, not Reactive

Establishes a “respected methodology” which earns you Respect

Manage Processes – not problems

Evaluating the Maintenance Program

After demonstrating their support of maintenance, it is fair for stakeholders to expect the maintenance program to show results

Establish measurable baselines against which progress can be measured (e.g., average time it takes to complete a work order, average cost/ft2, etc.)

A good computerized maintenance management system can provide evaluation data (work orders, energy usage, etc.)

SCHOOLDUDE 34

SCHOOLDUDE 35

SCHOOLDUDE 37

SCHOOLDUDE 38

Go Tell Your Story Executive Meetings Dean Councils Community Councils Board of Trustees Meetings Staff Meetings News Flyers Poster Boards Coffee Table book Customer Forums Intranet or internal webpage Social Media

Take Home

• PM pays – the journey is worth it

– Reduces emergencies 50%

– Reduces corrective work

– Reduces costs

– Improves service levels

• The journey is not easy

– Take one step at a time

– It takes time to shift the cycle

Remaining Thoughts, Comments, Stories or Questions?